Attendance and

Punctuality POLICY

POLICY LEAD David Boyd, Assistant Principal (Behaviour & Ethos)

REVIEWED BY Ken Weed, Head of Pre-Prep and Prep,

Emma Glover, Interim Principal,

APPROVED BY Ken Weed, Head of Pre-Prep and Prep

Emma Glover, Interim Principal

DATE OF APPROVAL June 2020

LAST REVIEWED ON

NEXT REVIEW DUE BY January 2022

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Table of Contents

References ................................................................................................................................... 2

Key Terminology and Definitions ................................................................................................ 2

1. Introduction and Rationale ................................................................................................. 4

2. Key Requirements & Legal Duties ....................................................................................... 4

3. Key Principles ...................................................................................................................... 5

4. Context ................................................................................................................................ 5

5. Aims of the Policy................................................................................................................ 5

6. Attendance Practice ............................................................................................................ 5

7. Positive Reinforcement ....................................................................................................... 6

8. Attendance - Monitoring and Intervention ........................................................................ 6

9. Authorised and Unauthorised Absence .............................................................................. 7

10. Lateness ........................................................................................................................... 7

11. Avoiding Holidays & Appointments During Term Time ................................................... 8

12. Legal Action ...................................................................................................................... 8

13. Supporting and Working with Parents............................................................................. 8

14. Responsibilities ................................................................................................................ 9

14.1 The Governing Body will: ............................................................................................. 9

14.2 The Principal (Mrs Kim Wilson) will: ............................................................................ 9

14.3 The Attendance Lead (Mr David Boyd, Assistant Principal) will: ................................. 9

14.4 The Attendance Manager (Mr Stephen Boyd) will: ................................................... 10

14.5 Academy Staff/Class Teachers will: ............................................................................ 10

14.6 Parents are required to: ............................................................................................. 10

14.7 Scholars of statutory school age are required to: ...................................................... 11

14.8 Scholars of non-statutory school age are required to: .............................................. 11

15. Taking the Register ........................................................................................................ 11

Appendix A – Attendance Codes ............................................................................................... 12

Appendix B – Potential Actions for Failure to Attend School RegularlyError! Bookmark not

defined.

Appendix C – Application for Scholar Leave of Absence .......................................................... 13

Appendix D – Attendance Poster .............................................................................................. 15

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References

Education Act 1996, Section 444.

‘School Attendance - Guidance for maintained schools, academies, independent schools and

local authorities’

Department for Education, July 2019

‘School attendance parental responsibility measures - Statutory guidance for local authorities,

school leaders, school staff, governing bodies and the police’

Department for Education, January 2015

Sheffield’s Attendance Strategy, (For Early Years Settings, Schools, Academies and Colleges) Sheffield City Council, 2017.

Key Terminology and Definitions

Compulsory School Age

A child reaches compulsory school age on or after their fifth

birthday.

If they turn 5 between:

1st January and 31st March they are of compulsory school

age on 31st March;

1st April and 31st August they are of compulsory school age

on 31st August;

1st September and 31st December they are of compulsory

school age on 31st December.

A child continues to be of compulsory school age until the last

Friday of June in the school year that they reach sixteen.

Parent

Within this document, the ‘parent’ is defined as

All natural parents, whether they are married or not;

Any person who has parental responsibility for a child or

young person; and,

Any person who has care of a child or young person i.e.

lives with and looks after the child.

Persistent Absence A child or young person is deemed to be a Persistent Absentee if

their overall total attendance is less than or equal to 90%.

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Regular Attendance

The Supreme Court concluded that in section 444(1) of the

Education Act 1996, “regularly” means “in accordance with the

rules prescribed by the school”.

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1. Introduction and Rationale Scholars need to attend school regularly to benefit from their education. Missing out on

lessons leaves children vulnerable to falling behind. Scholars with poor attendance tend to

achieve lower in both primary and secondary settings.

Evidence shows the true impact of children missing school.

10 minutes late to school every day → 32 hours a year of lost education;

2 day a week of school missed → 2 months per year of lost education;

Half a day a week missed, throughout school life → one full year of lost education.

Overall Attendance Percentage by the

End of Year Lessons Missed per Year

99.5% 6

97.5% 30

95% 60

90% 120

85% 180

An attendance poster is displayed in all areas of the academy, further highlighting this issue.

See Appendix D.

This policy applies to all scholars at Astrea Academy Sheffield and will be used to inform

attendance practice within the academy.

2. Key Requirements & Legal Duties By law, all scholars of compulsory school age (5 to 16) must receive a suitable full-time

education. Parents have a legal duty to make sure this happens – either by registering their

child at a school and ensuring they have regular attendance or by making other arrangements.

Schools in collaboration with the local authorities have a legal power to challenge poor

attendance.

Astrea Academy Sheffield seeks to operate in ways which maximise scholar potential while

supporting parents in meeting their legal requirements.

Astrea Academy Sheffield fulfils its responsibilities by: taking morning and afternoon session

registration; being open for the planned number of school days unless prevented by extreme

weather or other unforeseen exceptional circumstance, and by using the nationally recognised

attendance codes.

On each occasion of registration, Astrea Academy Sheffield will record whether each scholar is:

Present;

Attending an approved educational activity;

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Absent; or,

Unable to attend due to exceptional circumstances.

A full list of attendance codes is shown in Appendix A.

The academy will follow up any absences to:

Ascertain the reason;

Ensure the proper safeguarding action is taken;

Identify whether the absence is approved or not; and,

Identify the correct code to use before entering it into the electronic register.

3. Key Principles Scholars at Astrea Academy Sheffield have the right to the best possible education;

In order for scholars to access the best possible education, a high level of attendance

is essential;

Scholars’ ability to feel safe, enjoy, achieve and make a positive contribution will be

jeopardised by poor attendance.

4. Context Astrea Academy Sheffield endeavours to provide a safe learning environment in which

scholars can feel and be safe, enjoy and achieve. The academy acknowledges the proven

correlation between high level attendance and scholar outcomes. Astrea Academy Sheffield’s

attendance policy emphasises positive strategies and a range of interventions to ensure the

highest levels of attendance. However, when normal academy procedures do not result in

good attendance, a range of further measures, including legal action, must be considered.

5. Aims of the Policy To reach the target for overall academy attendance to be 98% or above

To raise the profile of the importance of high attendance amongst scholars, parents

and staff

To outline a procedure for monitoring attendance, punctuality and intervention

strategies

To reduce persistent absence (PA)

To eradicate persistent lateness

To develop understanding of the legal processes for persistent lateness and absence

6. Attendance Practice Helping to create a pattern of regular attendance is everybody’s responsibility including

parents, scholars and all members of academy staff.

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The attendance manager for the academy is Mr Stephen Boyd, who works with the whole

academy team to monitor and improve attendance, while raising the profile and emphasising

the importance of attendance at individual and whole academy level.

7. Positive Reinforcement To promote high levels of attendance and to recognise individual and collective high

attendance or improvement, Astrea Academy Sheffield uses a range of rewards and positive

reinforcement strategies.

As appropriate to scholar age these may include:

Display of individual attendance

Display of tutor/class attendance

Stickers

Certificates

Letters / Newsletters

Celebration assemblies

Reinforcement through prizes

Inclusion in prize draws

Special awards

Criteria for reward trips

Postcards home

The academy runs a breakfast club. This supports parents in ensuring good attendance and

punctuality, by giving the opportunity to drop off scholars before the start of the academy

day. The club is supervised by Academy staff.

8. Attendance - Monitoring and Intervention Astrea Academy Sheffield has an escalating approach to reinforcing high levels of attendance

and intervening in respect of attendance concern.

In summary these are as follows:

The attendance statistics for every scholar at Astrea Academy Sheffield will be analysed

weekly by the Assistant Principal, Designated Safeguarding Lead, attendance manager

and the pastoral team.

Attendance will continue to receive positive reinforcement in assemblies

Teachers will question all absence, focusing upon both parents and scholars

Teachers will set up meetings with parents making them aware of the impact poor

attendance has on the class and their child

Teachers will be made aware of all scholars falling into the persistent absence group

(10% of learning time)

Letters will be sent to parents of children whose attendance falls.

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Meetings with parents will be held with the academy attendance officer, Pastoral Year

Leader and/or the Assistant Principal to discuss significant attendance concerns

To support this process, weekly attendance meetings are held for each year group in which all

scholars are monitored. A series of actions to support improvement will be agreed, delegated

and recorded on the Academy Attendance Tracker.

9. Authorised and Unauthorised Absence If a scholar is going to be absent, it is vital that a parent contacts the academy at the earliest

opportunity to provide a sufficient reason for absence. This should be by telephone in the first

instance supported by a written note on the scholar’s return.

The academy will contact parents on the first day of illness via text message. If a second day

of absence occurs, the attendance officer will call home. A home visit will take place if no

communication has taken place between the absent scholar’s parent and the academy.

Absence can only be authorised where there is good cause. If no sufficient reason for absence

is provided, attendance will be recorded as unauthorised. The decision as to whether or not

an absence is authorised rests with the Academy (ultimately, the Principal).

To apply for a scholar leave of absence, parents should complete the form in Appendix C and

return it to the school office for consideration by the Principal. A letter will be sent to parents

within 10 working days, with information about whether the absence has been authorised or

not.

10. Lateness It is Astrea Academy Sheffield’s responsibility to provide the best education possible. This can

only be achieved if scholars attend regularly and punctually. The academy expects all scholars

to arrive to the academy, registration and lessons on time. Poor punctuality is not acceptable.

A scholar arriving late will disrupt not only their own continuity of learning but also that of

others.

The academy gate will be closed at 8:30am and from this point onwards, scholars will need to enter through the academy office to register. Senior scholars should be in form rooms for an 8:30am start. This is when the register will be taken. Scholars who are late between 8:40-09:05am will receive a -5 negatives. If scholars are late beyond 9:05am, they will receive -10. This lateness will be formally recorded. In Prep and Pre-Prep, any lateness will be discussed with parents or carers to ascertain if any support needs to be put in place for families.

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11. Avoiding Holidays & Appointments During Term Time To maximise individual achievement, parents should avoid making routine appointments for

scholars during the academy day or taking family holidays during term time.

Holidays will not be authorised during term time and may result in a fixed penalty notice.

The decision to record a holiday as unauthorised rests with Astrea Academy Sheffield.

If parents fail to inform the academy that they are taking a holiday, a home visit will be made

and a letter will be left at the home address advising that information of the illness or any

other reason should be provided within 24 hours. If evidence is not provided, the Academy

reserves the right to apply to the Local Authority for a Penalty Notice to be issued.

Please also be aware that children will not be released early before the end of a school day.

12. Legal Action ‘If a child of compulsory school age who is a registered scholar at a school fails to attend

regularly at the school, his parent is guilty of an offence.’ Education Act 1996, Section 444.

All parents have a legal responsibility to ensure their child attends Astrea Academy Sheffield

on a regular and punctual basis. Should any scholar’s attendance or punctuality become a

significant concern, they will be subject to an Education Welfare investigation. Where

necessary, Astrea Academy Sheffield will recommend legal action. Astrea Academy Sheffield,

the Education Welfare Provider and the Local Authority work together in partnership where

legal action is required. Any prosecution will appear on a criminal record.

13. Supporting and Working with Parents To support parents in meeting their legal requirements and to maximise individual scholar

attendance, Astrea Academy Sheffield seeks to keep parents informed of their child’s

attendance and to actively involve parents with any attendance issues.

Methods include:

Absence letters asking for reasons for unexplained/unaccounted absences;

Letters generated attendance below 98%;

Home visits;

Parental meetings;

Active involvement by teaching staff;

Attendance included on scholar reports;

Discussion at Parents’ Meetings/Evenings.

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14. Responsibilities 14.1 The Local Education and Consultative Committee will:

Identify a member to take responsibility for attendance;

Approve the policy and any proposed changes;

Receive reports from the Principal;

Review the working of the policy in the light of the Principal’s report;

Ensure that the policy is promoted and implemented throughout the academy and is

known by the parents.

14.2 The Principal (Mrs Kim Wilson) will:

Set attendance targets as part of the Academy Development Plan and target-setting

process

Monitor progress

Ensure that strategies are in place to promote and implement the policy throughout

the academy

Determine (in collaboration with relevant senior staff) whether to authorise any

proposed absences requested on the academy’s official form, or absences which have

taken place for which no request was made

Notify parents as appropriate that if a scholar of compulsory academy age fails to

attend regularly his/her parents have committed an offence

Initiate with appropriate staff strategies to improve attendance

Liaise with the appropriate bodies (including the Local Authority’s agencies) where

necessary.

14.3 The Attendance Lead (Mr David Boyd, Assistant Principal) will:

Analyse attendance data on a regular basis and develop action plans for improvement

Ensure good attendance is rewarded

Oversee the attendance arrangements

Work with all attendance staff to ensure the efficient running of the system

Make periodic checks of the registers to monitor scholar absence

Ensure that unaccounted-for absences are followed up by getting in touch with parents/carers (if there is reasonable concern about a child’s welfare)

Make regular checks on absence notes and the reasons for absence

Deal with issues of inadequate registering

Where appropriate, make home visits to deal with attendance and child protection

concerns

Arrange appropriate training for staff

Keep the Principal informed of the progress of the policy

Advise the Principal on any strategies that could be initiated or improved

Communicate with offsite providers about scholar attendance

Make all staff aware when a scholar is considered to be a persistent absentee

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14.4 The Attendance Officer (Mr Stephen Boyd) will:

Reward good attendance

Input / check daily attendance figures

Complete the attendance tracker on a weekly basis

Contact parents on the scholars first day of absence after registration has closed

Ensure that all scholar absences are noted, and absence notes received from parents

Make regular checks on the efficiency of the registering

Ensure that all suspected truancy is followed up and dealt with

Contact parents over scholar absence patterns where appropriate

Make reports to the Attendance Lead on the efficiency of the system

Liaise with the Attendance Lead over training needs

Inform the Attendance Lead reasons for scholar absence

Produce attendance data / statistics for the Attendance Lead and Principal

Alert the Attendance Lead to patterns of whole school absence and truancy

14.5 Academy Staff/Class Teachers will:

Reward for good attendance

Monitor and support all scholars’ attendance

Ensure that scholars are registered accurately and efficiently

Ensure that scholars bring absence notes and pass them to the attendance officer

Identify patterns of absence which may be significant

Ensure that scholars who are late attend payback detentions to complete work missed

Ensure that the Bromcom register is not left on screen during lessons

Arrange meetings with parents/carers of those scholars who are late or have poor

attendance. Poor attendance is anything less than 98%

Ensure that each time a scholar is late to a lesson, a one-to-one conversation is had as

to why the scholar is late

Display weekly record sheets of their tutor groups attendance

Encourage and praise scholars with good attendance records

Keep the Attendance Lead informed of any signs of suspected truancy; and inform the

Attendance Lead of any possible underlying problems which might account for

absences

Not accept any reasons for absence from parents but will direct parents to the school

office

14.6 Parents are required to:

Ensure their children attends school regularly unless they are ill or have an authorised

absence

Not remove children from school before the end of a school day

Inform the academy of their child’s absence on the first day of non-attendance

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Not take holidays in term time

14.7 Scholars of statutory school age are required to:

Attend regularly unless they are ill or have an authorised absence

Bring an explanatory note from parents on the day of return to the Academy

Payback any time lost through lateness.

14.8 Parents of scholars of non-statutory school age are required to:

Meet the expectation that if a child of non-statutory school age has a place in the

academy nursery, they must attend regularly as required. Failure to attend will result

in the academy place being withdraw where appropriate.

15. Taking the Register Registration is carried out at the beginning of each day (8:30am – 8:45am) and in period 4

(12:00pm – 1:30pm), using an online register (Bromcom).

Registers are marked using a set code so that reasons for absence can be quickly established.

A high standard of marking is regarded as essential. Staff are regularly given updated

instructions on the marking of registers.

Class teachers are required to take a register at the beginning of each lesson, using Bromcom.

A pattern of attendance for the day can be seen clearly by all staff in every session.

Scholars of compulsory Academy age must have their attendance registered twice per day. It

is the practice of Astrea Academy Sheffield to register ALL scholars every session (including

those not of compulsory Academy age).

An 'approved educational activity' is defined as:

One taking place off of the academy premises

Approved by a person authorised by the Principal

Supervised by a person approved by the Principal

Of an educational nature, including field trips and educational visits

When a scholar of compulsory academy age is absent it must be marked as an 'authorised' or 'unauthorised' absence using the appropriate code.

All registers will be closed thirty minutes after the start of the morning and afternoon session.

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Appendix A – Attendance Codes

Code Description

Present at

School

/ Present in School (Morning)

\ Present in School (Afternoon)

L Late arrival before the register has closed

Present at an

Approved

Off-Site

Educational

Activity

B Off-site educational activity

D Dual Registered – at another educational establishment

J Interview with prospective employer or at another educational

establishment

P Participating in a supervised sporting activity

V Educational visit or trip

W Work experience

Authorised

Absence

C Absence authorised by the school

E Excluded but no alternative provision made

H Holiday authorised by the school

I Illness (not medical or dental appointments)

M Medical or dental appointments

R Religious observance

S Study Leave

T Gypsy, Roma and Traveller absence

Unauthorised

Absence

G Holiday NOT authorised by the school

N Reason for absence not yet explained

O Absent from school without authorisation

U Arrived in school after registration closed

Administrative

Codes

X Not required to be in school

Y Unable to attend due to exceptional circumstances

Z Scholar not on admission register

# Planned whole or partial school closure

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Appendix C – Application for Scholar Leave of Absence

By law, the Principal may only authorise a leave of absence due to exceptional circumstances.

These will be assessed on a case-by-case basis, so it is important that you set out why the

requested absence is exceptional and what circumstances warrant it.

PENALTY NOTICE

Where the Principal decides that authorisation cannot be given but the absence occurs,

consideration will be given to the issuing of a Penalty Notice in line with the Government

guidance.

OFFICE USE ONLY

Current Attendance

Number of Late Marks

If permission was granted – attendance would fall to:

Agreed by the Principal?

If No, reason/s why:

Signed:

Name:

Position:

Date:

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Full Name of Child:

Form / Class:

Today’s Date:

Reason for Application:

Number of Days Absence Requested:

Dates of Absence Requested:

Signature of Parent:

Name of Parent:

If you have children at other schools, please tell us their names and school:

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Appendix D – Attendance Poster